THE BOARD OF EDUCATION OF SCHOOL DISTRICT 68

MINUTES OF THE BUSINESS COMMITTEE MEETING

Wednesday, May 10, 2023

6:00 P.m. - 9:00 P.m.

ONLINE MICROSOFT TEAMS MEETING

Trustees

• T. Brzovic, Chair
• L. Lee, Vice Chair
• C. McKay
• C. Morvay
• L. Pellegrin
• M. Robinson

Absent

• N. Bailey
• G. Keller
• T. Rokeby

Staff

• S. Saywell, Superintendent/CEO
• M. Walsh, Secretary-Treasurer
• L. Tait, Deputy Superintendent
• D. Burgos, Ex. Dir. of Communications
• K. Matthews, Manager Admin. Services

Representatives

• CUPE Representative: Jeff Virtanen
  NDTA Representative: Jeremy Inscho
  NSAA Representative: Theresa Kraeker

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1.

CALL TO ORDER

The Chair will call the meeting to order. With great respect and humility, we acknowledge and honour the lands of the Snuneymuxw people. The Snuneymuxw people maintain their profound, unique and spiritual connection to the land through ageless traditions, teachings, stewardship and expressions of reciprocity.

The Chair called the meeting to order at 6:00 pm.

2.

ADDITIONS TO THE AGENDA

There were no additions to the Agenda. 

3.

DELETIONS TO THE AGENDA

There were no deletions to the Agenda.

4.

CHANGE IN ORDER

There was no change in order. 

5.

APPROVAL OF THE AGENDA

• B23/05/19-01

  That the Agenda be approved.

  CARRIED UNANIMOUSLY

6.

APPROVAL OF THE MINUTES

• B23/05/19-02

  That the minutes of the Business Committee meeting held on April 12, 2023, be approved.

  CARRIED UNANIMOUSLY

7.

PRESENTATIONS

7.1

Jeremy Inscho, NDTA President

Jeremy Inscho shared comments on behalf of the NDTA regarding the 2023/24 Preliminary Annual Budget.

7.2

Jeff Virtanen, CUPE President

Jeff Virtanen shared comments on behalf of CUPE regarding the 2023/24 Preliminary Annual Budget.

8.

SENIOR STAFF REPORTS

8.1

Mark Walsh, Secretary-Treasurer

Re: Transportation Administration Fee Consultation Results

Mark Walsh outlined the community feedback received regarding an annual registration fee for bus riders across the District and a recommendation.  After determining that she is in conflict on this matter, Trustee Morvay abstained from the discussion. An Action Sheet is attached to the Agenda. 

• IT WAS MOVED BY Trustee Morvay
  IT WAS SECONDED BY Trustee Pellegrin

  The Business Committee recommends that the Board of Education of School District No. 68 (Nanaimo-Ladysmith) institute a yearly administration fee beginning with bussing registrations submitted after October 1, 2023, for all students who register for the bus who are inside of the walk limits as set out in Administrative Procedure 512 including students who are bussed to specialized programming with the exception of Special Needs associated bussing and BCTEA related riders and that staff include an update in the yearly Transportation Update to the Board.
• B23/05/19-03
  IT WAS MOVED BY Trustee Robinson
  IT WAS SECONDED BY Trustee McKay

  That this motion be deferred to the next Business Committee Meeting. 

  CARRIED UNANIMOUSLY

8.2

Mark Walsh, Secretary-Treasurer

Re: Active Travel Update

Mark Walsh outlined the current work being done associated with Active School Travel as well as future initiatives.  An Information Sheet is attached to the Agenda. 

8.3

Mark Walsh, Secretary-Treasurer

Re: Administrative Procedure 513 - Purchasing

Mark Walsh presented an updated AP 513 - Purchasing.  An Information Sheet detailing the changes, together with the updated AP is attached to the Agenda. 

8.4

Mark Walsh, Secretary-Treasurer

Re: Administrative Procedure 354 - Risk Management and Third Party Promotion

Mark Walsh presented the recently created Administrative Procedure 354 - Risk Management and Third Party Promotion.  An Information Sheet, together with the AP is attached to the Agenda. 

8.5

Shawn Johnston, Executive Director of Human Resources

Re: Safe Schools Terms of Reference

Shawn Johnston outlined the proposed Terms of Reference for the Safe Schools Committee.  An Action Sheet together with the Terms of Reference are attached to the Agenda.

• B23/05/19-04
  IT WAS MOVED BY Trustee Pellegrin
  IT WAS SECONDED BY Trustee Morvay

  The Business Committee recommends that the Board of Education of School District No. 68 (Nanaimo-Ladysmith) approve the Terms of Reference for the Safe Schools Committee.

  CARRIED UNANIMOUSLY

8.6

Mark Walsh, Secretary-Treasurer and Taunia Sutton, Director of Finance

Re: Third Quarter Report

Mark Walsh provided the 2022/23 Third Quarter Report.  The report is attached to the Agenda.

8.7

Mark Walsh, Secretary-Treasurer and Taunia Sutton, Director of Finance

Re: 2023/2024 Preliminary Annual Budget Discussion 

Mark Walsh and Taunia Sutton continued the 2023/24 Annual Budget discussion and answered committee questions. The Annual Budget presentation is attached to the Agenda.

9.

CORRESPONDENCE REFERRED FROM THE REGULAR BOARD MEETING

There was none. 

10.

UNFINISHED BUSINESS

There was none.

11.

NEW BUSINESS

There was none. 

12.

FOR INFORMATION 

13.

QUESTION PERIOD

Question Period is intended to enable the public to obtain clarifying information regarding a current agenda item.

Individuals wishing to ask questions of the Board upon completion of Committee and Board sessions shall do so in writing on the form provided which includes their name, street address and email address.  The individual will be asked to verify his/her self and be afforded the opportunity to read out their own question.  Each individual shall be limited to one follow-up question upon receiving a response. Forms are available in the information rack near the entrance of the Board Room.

If the meeting is being held online, individuals wishing to ask questions of the Board shall type their question in the Q&A compose box on the right side of the screen and then select send. Your question will be read by the Board or Committee Chair.

Questions and responses will be included in the video of the meeting and the meeting minutes and will be part of the public record.

There were no questions. 

14.

ADJOURNMENT

The meeting adjourned at 8:14 pm.

• B23/05/19-05
  IT WAS MOVED BY Trustee Robinson
  IT WAS SECONDED BY Trustee Morvay

  That the meeting be adjourned.

  CARRIED UNANIMOUSLY